General Terms and Conditions - Congress Registration - Registration Deadlines and Proof of Status

Sep 16, 2026

General terms and conditions for onsite participation in a congress, detailing registration deadlines for early bird, standard, and onsite registration. Registration confirmation depends on receipt of full payment and, when required, proof of status; otherwise the registration is cancelled or adjusted by the next fee tier. It explains who qualifies for ERS Member or ERS Gold Member fees, what is included in registration fees, group versus third-party rules, and requirements for an official English letter validating participant eligibility, including PhD-non-MD confirmation.

LanguageEnglish

CategoryLetters

FormatPDF

Pages7

Reading Time3 min

AccessFree to download

Congress registration deadlines

Confirmation of registration and fees

Membership requirements for fee categories

What registration fees include

Group and third-party registrations

Onsite purchase cutoff

Proof of status

Required letter format and content

Registration name changes

Individual registrations

Group registrations

GENERAL TERMS AND CONDITIONS Onsite participants Congress registration The registration deadlines are as follows: Early Bird registration Standard registration Onsite registration until 05.07.23, 23:59 CEST until 08.09.23, 23:59 CEST from 09.09.23, 00:01 CEST Registration will only be confirmed upon receipt of payment in full as well as a proof of status if required (please refer to paragraph “Proof of Status”) . If the registration form and/or the full payment have not been received before the deadline indicated, the registration will be cancelled OR the next category of registration fee will automatically be charged. For group and third-party registrations, payment must be received within 10 days after receipt of the invoice. To be registered under the ERS Gold Member fee or ERS Member through National Society agreements fee, the delegate must have an active membership at the time of registration. No refunds will be made for delegates who acquire or renew their membership after the registration has been confirmed. Please verify that your membership is active prior to registering for the congress. For further information, please visit [https://www.ersnet.org/the](https://www.ersnet.org/the)society/membership. All registration fees include admission to the scientific sessions and exhibition in Milan, access to the virtual platform and access to the Congress recordings until 30 December 2023. The Postgraduate Courses and Educational Skills Workshops are not included in the Congress registration fees. Third-party registrations are possible between 2 and 9 delegates. Group registrations are possible as of 10 participants. Onsite registrations will remain available for purchase for group/third-party registrations until 16 August, 2023 at 23:59 CEST. Passed this deadline, only individual registrations will be accepted for the onsite event. ERS will verify each group/third-party request before the contact person can access the online portal and purchase registrations. Once done, the contact person will be notified. Proof of status To register for the Allied Health Professional or Scientist (PhD, non MD) fee, the required proof must be forwarded by the published deadline (together with the registration fee) . A proof of status is an official letter written by the head of department – hospital, company or academic institution –, which confirms the status of the applicant. The document must be issued in English on the organisation’s official letterhead and must contain the following information: • Participant’s full name and date ofbirth • Confirmation of participant’s position within his/her institution • Participant’s supervisor’s name, title and signature • Participant’s institution’s stamp For the ones registering as “Scientist (PhD, non-MD)”, the letter should state that they have a PhD, but are not working as medical doctor. Can benefit from this fee: • Psychiatrist • Psychologists • Clinicians • Researchers When letters, certifying status, are sent after the Early Bird or Standard registration deadline, the next registration fee will be applied even if the online registration was completed within the deadline. Registration name change Individual registrations Names changes to an existing Congress registration or transfer of an existing Congress registration are possible. A handling fee of € 50 will be charged per request. The individual must email the ERS Congress Registration team ([ers2023registration@kit-group.org](ers2023registration@kit-group.org)) and share the details of his/her replacement. Requests will only be accepted by email and until 16 August 2023. After this date, any request must be carried out onsite. Group registrations Once a registration has been assigned, it is no longer possible to amend it through the online portal. Should a name change or a transfer of registration be required, the contact person is requested to email the ERS Congress Registration

FAQs

How are congress registrations confirmed and what happens if payment is late?

Registrations are confirmed only after receipt of full payment and any required proof of status. If the registration form and/or full payment are not received by the stated deadline, the registration is cancelled or the next category of registration fee is automatically charged.

What qualifies a delegate for the ERS Gold Member fee or ERS Member agreements fee?

The delegate must have an active membership at the time of registration. No refunds apply if membership is acquired or renewed after registration is confirmed.

What is required as proof of status for the Allied Health Professional or Scientist (PhD, non MD) fee?

An official letter from the head of department/hospital/company/academic institution confirming the applicant’s status, issued in English on official letterhead and including participant identity details, position confirmation, supervisor name/title/signature, and the institution’s stamp; for Scientist (PhD, non-MD), it must state the PhD and that the person is not a medical doctor.

Sep 16, 2026

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